P21CA011.Pre-Proposal_Presentation_PPT_240327.Final.JC.pptx

Oceano Dunes SVRA and Pismo State Beach Concession Contract for Camp Trailer Rental Services Pre-Proposal Presentation March 28, 2024

RFP #P21CA011

Request for Proposals

Intro: This is the pre-proposal presentation for RFP #P21CA011. The PowerPoint will be posted on Cal eProcure through May 23, 2024. Instructions for accessing Cal eProcure are included in the handout.

Pre-Proposal Presentation Agenda Introductions Concessions Program Overview RFP Process & Timeline Park Overview RFP Requirements and Next Steps

A. Introductions Partnerships Division - (916) 902-8479 Oceano Dunes District - (805) 773-7170 Objectives of Pre-Proposal Presentation:

Review the Proposal Process and Requirements Park Overview

B. Concessions Program Overview The Concessions Program partners with private and public-sector entities to provide goods, services and experiences in State Parks Develop/administer ~200 contracts throughout California Public Resources Code (PRC) § 5080.03, 5080.05, 5080.23 provides authorities and requirement to bid Concessions are to enhance visitor experiences

The authorities that give us the opportunity to put these concessions out to bid is Public Resources Code 5080.03, 5080.05, and 5080.23. The purpose of our concessions is to enhance visitor experiences and to not be an attraction unto themselves.

D. RFP Process & Timeline

Contract Execution Duration 12-18 Months

We’re here!

Phase 1 is pre-planning. This is when the Park Districts reach out to the Concessions Program and ask for our assistance in putting together these RFP’s. Phase 2 is when we plan the concession. If it’s a very broad RFP and the District doesn’t know exactly what they want, we’ll do a public input meeting which allows the public and prospective concessionaires to provide input on what they would like to see in that space. That helps us build the scope of the RFP. Phase 3 is project review and approval. DPR will send a notification to the State Park and Recreation Commission notifying them that we are moving forward with the RFP process for a specific concession opportunity. Depending on dollar thresholds and investments, we may also have to notify the Joint Legislative Budget Committee of our prospective RFP. Phase 4 is where we are currently at. This is where we develop the RFP and it goes through rounds of approval and review at Headquarters for California State Parks. Then we advertise the RFP, we receive proposals, we review those proposals and score them, and then we move into Phase 5 where we award the contract and execute it.

D. RFP Process & Timeline, cont.

Phase 4: RFP Development

E. The RFP Requirements Section 1: Project Summary

Section 2: The RFP Process

Section 3: The Proposal

Section 4: Sample Contract

The RFP requirements are broken into three sections. Section 1 is the Project Summary. Section 2 is the RFP Process. Section 3 is the Proposal itself, followed by a Sample Contract.

RFP Section 1:

Project Summary

Oceano Dunes State Vehicular Recreation Area and Pismo State Beach Camp Trailer Rental Services

Turn over to District presenter.

1.1 Goal & Objectives

California State Parks Mission Concession needs to align with mission of California State Parks Objective of this RFP Award a 5-year contract with State’s option to extend an additional five (5) years to develop, equip, manage, and maintain high-quality camp trailer rental services for the public at Oceano Dunes SVRA and Pismo SB.

To provide the public with high-quality, reasonably priced camp trailer rentals that enhances visitor experience.

5-year contract with State’s option to extend an additional 5 years.

Concessionaire to provide fully self-contained camping trailers that have been properly maintained and stocked with environmentally sensitive holding tank chemicals, biodegradable toilet tissue, fresh water supply and propane gas for cooking.

1.2 General Information

Site Description Previous Concession Operation Concession Contract Summary

C. Oceano Dunes (SVRA) and Pismo (SB) Campground Overview

Provide general information about park boundaries, points of interest, recreational activities, and any other useful information about the area.

Oceano Dunes SVRA

Oceano Dunes SVRA information:

Oceano Dunes SVRA has approximately 1,000 acres of available OHV recreation, including approximately 1-2 miles of beach where seasonal camping occurs. There is a mile long boardwalk to the beach in the Oso Flaco Lake area of the park. Vehicles entering the SVRA from the current Grand and Pier Avenue entrances must drive on the beach, and on a seasonal basis, cross Arroyo Grande Creek, to access the area designated for OHV use and the camping areas. Motorized access along the beach can be affected by high tides and heavy rains that create high creek flow at the Arroyo Grande Creek crossing. When these conditions occur, there may be temporary restrictions imposed on crossing the Arroyo Grande Creek. Camping is allowed in Oceano Dunes SVRA south of Post 2 on the beach and in the open dune area. The State provides vault toilets and chemical toilets, and water-delivery and holding-tank pump-out services are provided through a concession.

Pismo State Beach North Beach Campground

North Beach Campground Information:

Pismo State Beach Oceano Campground

Oceano Campground Information:

Oceano Campground consists of approximately 82 reservable campsites and sits just next to Oceano SVRA entrance. This campground allows for RV’s and Trailers to utilize water and electric hookups.

1.2 Concession Performance and Park Visitation

The park visitation, gross sales and rent to State for the below fiscal years as reported by the previous concessionaire:

Back to Partnerships.

This information is available on page 4 of the RFP.

1.3 Concession Contract Summary

The Term of this contract is 5 years with the State’s option to extend an additional 5 years.

Minimum annual rent is $42,000 or 10% gross receipts, whichever sum is greater.

Concessionaire to provide a performance bond. The bond will be based around what is submitted in the proposal for the minimum annual rent.

- The term of the contract is five years, with the State’s option to extend an additional five years. At the end of the contract term the contract will go into month-to-month status, or holdover, and this means that either the State or the Concessionaire could terminate the contract giving a thirty-day notice to the other party.

- The minimum annual rent for this contract is the greater of forty-two thousand dollars ($42,000) or ten (10%) percent of gross receipts.

- The concessionaire is required to provide a performance bond. The amount of this bond will be determined after the Notice of Intent to Award is submitted prior to completing the final executed contract and it will most likely be based loosely around what is submitted in the proposal for the minimum annual rent.

1.3 Concession Contract Summary, cont.

Pay taxes Provide insurance Obtain applicable permits Follow laws Be a good partner!

RFP Section 2:

The RFP Process

2.1 Proposal Process

Bid Opportunity Opens Submit Letter of Intent to Bid and written RFP content questions United States Postal Service:

California State Parks Attn: Partnerships Division P.O. Box 942896 Sacramento, CA 94296

E-mail: Jakob.Crawford@parks.ca.gov

*** Letter of Intent and RFP Questions due: 5 p.m., April 11, 2024*** Note: Submitting Letter of Intent and questions through E-mail is the most efficient and preferred method In Person:

California State Parks Partnerships Division 715 P Street, 13th Floor Sacramento, CA 95814

2.1 Proposal Process, cont.

Proposals must include:

Concession Proposer Questionnaire (DPR 398) Checklist Proposal bond: $3,000 1 original proposal USB with proposal documents Submit Proposals United States Postal Service:

California State Parks Attn: Partnerships Division P.O. Box 942896 Sacramento, CA 94296

Note: Proposals become property of the State; proposers must denote copyrighted, proprietary, or other confidential information.

*** Proposals Due: 2:00 PM on May 23, 2024*** In Person:

California State Parks Partnerships Division 715 P Street, 13th Floor Sacramento, CA 95814

The DPR 398 documents can be in PDF form, but we prefer for you to submit the requested plans on Page 7 of the DPR 398 in Microsoft Word.

If submitting in person, please submit ahead of time as we will disqualify late proposals. You must schedule a time to drop off your proposal.

2.2 Evaluation Process

Verification of Proposal completeness and information Credit and reference checks Seek clarification if needed Evaluate proposals in accordance with RFP Convene Award Board to score proposals Director appoints board members with relevant expertise

We verify the proposal completeness and information by conducting credit and reference checks.

We seek clarification with you if needed. We evaluate proposals in accordance with the RFP at level 1 & 2 only, and then we convene an award board to score proposals. The Director appoints board members with relevant expertise.

2.2 Evaluation Process, cont.

Notice of Intent to Award Protest of Award 10 days after Notice of Intent to Award Award contract

Upon completion of the award board process, we submit a Notice of Intent to Award to all proposers notifying them on who we selected as the best proposer. The Date of the Notice of Intent to Award starts a 10-day period where the proposers can formally protest the award. Should this period go smoothly with no protests, we move forward with awarding the contract.

2.3 Contract Execution

Prepare final contract for department review Present contract for concessionaire signature Collect performance bond and insurance Obtain Director’s signature Obtain control agency approvals Contract fully executed Note: Concessionaire must sign contract within 30-days of receipt or State may treat as refusal to execute and collect proposal bond.

RFP Section 3:

The Proposal

3.1 Instructions for the Concession Proposal

Proposer Information Proposer Identification (P. 2) Business Information (P. 3-4) Individual Information (P. 5) Business References (P. 6) Proposer with concession in CA State Parks within last 5 years must include CA State Park references The DPR 398 Concession Proposer Questionnaire must be complete and unambiguous.

The DPR 398 Concession Proposer Questionnaire must be complete and unambiguous.

Section 1 is Proposer Information.

Please read through everything and fill everything out. If it doesn’t apply to you, mark N/A.

Sub-Section A, Proposer Identification is information about who you are and how we get ahold of you.

Sub-Section B, Business Information is information about what type of business entity you are. Please make sure that whichever business type you select that you complete each question asked and provide any additional information or certificates if needed.

Sub-Section C, Individual Information is information about the proposer, or CEO, or other specific people listed and required. Make sure you sign this page at the bottom.

Sub-Section D, Business References – please provide business references as required. If you have had a concession within California State parks within the last five years, you must include a California State Park reference

3.1 Instructions, cont.

Proposal Information (P. 7) Rental Offer - Bid minimum rent, percentage of gross sales (Weighted at 35 Points) Operation Plan (Weighed at 35 Points) You must address all checkmarks

Sub-Section A is the rental offer. The proposer must submit a minimum rent and a percentage of gross sales. The bid must be at least what is specified in the RFP as a minimum amount. If your bid is below the minimum amount or it is not listed at all, then your proposal may be disqualified.

Sub-Section B is the Operation Plan. The elements to the Operation Plan can be found in Section 3.1, Sub-Section 2 of the RFP which specifies and lists exactly what is needed.

3.1 Instructions, cont.

Financial Information (P. 8-12) Concession Development (P. 8) Business Financial Statement (P. 9-10) Financial References and Credit Worthiness (P. 11) Financial Proforma (P. 12 & 12a) Anticipated gross annual revenue over $250,000 must have CPA certification

Sub-Section A is the concession development. This is a form that requires the proposer to submit financial information on the costs associated with developing this concession.

Sub-Section B is the Business Financial Statement. This is a balance sheet that the proposer is required to submit for their business.

Sub-Section C is the financial references and credit worthiness. Please provide your financial references with email addresses for us to contact them and a copy of your full credit statement as required within the RFP on page 18. As soon as you submit your proposal, contact your references and let them know we will be calling them. The credit worthiness must be one of the 3 major credit companies (Equifax, Experian and TransUnion)

Sub-Section D is the Financial Proforma. This is a form that requires the proposer to submit financial information on what your anticipated gross sales and expenses are for the life of the contract. All five (10) years must be completed for this RFP. If the proposer has an anticipated gross annual revenue over $250 thousand dollars, they must have a CPA complete the proforma and provide their certification with the proforma. Please provide additional pages for explanation if needed.

3.1 Instructions, cont.

Certification and Authorizations Authorization to Release Information Labor Law Compliance Certification Authorization to Release Tax Returns Proposer Certification Privacy Notice

Section 4 is Certification and Authorizations.

Sub-Section A is the Authorization to Release Information. Make sure you fill out each of these sections and sign them but leave the release of information to do reference checks.

Sub-Section B is the Labor Law Compliance Certification.

Sub-Section C is the Authorization to Release Tax Returns.

Sub-Section D is the Proposer Certification, certifying that all the information you provided in your proposal is accurate.

Section 5 is a Privacy Notice, and it tells you what we do and what authorities we have with your proposal.

3.2 Proposal Evaluation Criteria

Proposal Scoring

3.2 Proposal Evaluation Criteria, cont.

Rental Offer Scoring Monthly Rental Guarantee (Must be equal to or greater than $42,000):

Percentage of Gross Sales (Must be equal to or greater than 10%):

(Bid amount) x 15 points = _____ points (Highest bid amount)

This is how we score the rent for the rental offer. It is based against the highest bid amount supported by the proposals. Page 21 in RFP.

3.3 Proposal Evaluation Sheet

Level I: Compliance with RFP Requirements Pass/Disqualify Level II: Rent Proposed, Credit & Ability to Finance Pass/Disqualify Level III: Proposal Evaluation Out of 100

Note: The entire proposal is disqualified if the Concession Feasibility category scores a ‘disqualified’.

The Proposer must have all the RFP requirements in Level 1 for further consideration to Level 2. The Proposer must have the rent proposal, ability to finance, and credit worthiness requirements in Level 2 for further consideration to Level 3. In Level 3, the Proposer is scored against each of the aforementioned proposal scoring criteria. Lastly, the Proposer is either passed or disqualified based on their overall concession feasibility. Please refer back to Section 3.2 of the RFP to get a more in-depth description of the proposal evaluation.

The breakdown of each levels is available on Page 22-23 in the RFP.

3.4 Concession Proposer Questionnaire, DPR 398

Download a Concession Proposer Questionnaire (DPR 398) from Cal eProcure: www.caleprocure.ca.gov Search RFP # P21CA011

Contact if having issues with Cal eProcure:

Jakob Crawford Jakob.Crawford@parks.ca.gov

Section 4:

Sample Contract

Notes about Sample Contract Terms Condition of Premises – “As-is” Rent and rent reporting DPR 54 - Concessionaire Monthly Report of Operation Consumer Price Index adjustments(At the end of Contract Year 5 & every 5th year thereafter) Use of Premises – Follow the contract Bonds and insurance must be current at all times Annual Reporting DPR 86 - Concessionaire Financial Statement Annual Performance Evaluations DPR 531 - Concession Performance Rating Provided by District

Notes about the Sample Contract Terms. The Condition of the Premises is “as-is”. Rent is due on a monthly basis and we use a DPR 54 form to complete the rent reporting. The DPR 54 is due on the fifteenth of the month for the prior month that you are reporting on. For example, if you are reporting for the month of December your DPR 54 will be due by January 15th. Consumer Price Index adjustments do occur and will happen in Contract Year 5 and on the last day of each 5th year thereafter. The Use of Premises is listed in the Sample Contract. You must follow the contract. Bonds and Insurance must by current at all times. If they lapse, we will do a breach notice. If you do not cure the breach, we can terminate your contract or assign it to someone else. For annual reporting, the DPR 86 form Concessionaire Financial Statement is due every year based on your calendar year of reporting. The DPR 86 is due on May 1st of every year for the previous calendar year. Annual Performance Evaluations are done by the Districts. They use a DPR 531 form Concession Performance Rating.

Next Steps Download DPR 398 – Concession Proposal Form Visit park Submit questions during RFP Q & A Period by 5:00 p.m., April 11, 2024 Submit complete proposal by 2:00 PM on May 23, 2024

Oceano Dunes and Pismo State Beach Concession Contract for Camp Trailer Rental Services Pre-Proposal Presentation March 28, 2024

Thank You For Attending!

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